Tips and tricks to planning great events using social media and digital tools.

1. By @EmilyMiethner of @NYCinterns
Planning Perfect Events
Intermediate Event Planning
Presented by
Emily Miethner
Founder, President

2. By @EmilyMiethner of @NYCinterns
What You Will Learn
50+ event planning tips that will help you produce an
awesome event

3. By @EmilyMiethner of @NYCinterns
What We’ll Discuss
– Set up of an Eventbrite event
– Helping others promote your event
– Creating a budget
– Encouraging the use of social media at events
– Digital tools and more

4. By @EmilyMiethner of @NYCinterns
About Me
Founder, President
30+ events for 1,650+ guests
Parties, conferences, and more

5. By @EmilyMiethner of @NYCinterns
What is Your Goal?
– To build a community
– To expand your network
– To promote a product
– To make a profit
– To support an organization
– To help the community
– To celebrate an achievement

6. By @EmilyMiethner of @NYCinterns
Eventbrite
Online Ticketing Platform
– Can be very simple or complex
Best Qualities
– Very customizable
– Discount code creation
– Free if you’re doing a free event

7. By @EmilyMiethner of @NYCinterns
Eventbrite
TICKETS
– Collect custom information (survey)
– Incur the fees or pass off to buyer (pass them off!)
– Decide when tickets go on sale, end, etc
– Add ticket descriptions
– Keep max tickets per order small
– Decide what’s displayed on the event page

8. By @EmilyMiethner of @NYCinterns
Eventbrite
PROMOTION
– Fill out keywords and categories
– Create custom widgets
– Enable Google Analytics
– Create discount codes and affiliate links

9. By @EmilyMiethner of @NYCinterns
Eventbrite

10. By @EmilyMiethner of @NYCinterns
Eventbrite
POST EVENT
– Export your email addresses
– Create custom reports for others involved
– Copy event if you’re doing it again

11. By @EmilyMiethner of @NYCinterns
Eventbrite
GENERAL PROTIPS
– Use their 24 hour phone customer service
– Countdown widget drives the most sales
– Create tracking links for your campaigns
– Add news and updates to event page

12. By @EmilyMiethner of @NYCinterns
Event Promotion: Blogs
– Find other organizations who will tell their members
and offer a discount
– Include press release, blurb, and sample tweets
– Include places where they can find photos
– Make it easy

13. By @EmilyMiethner of @NYCinterns
Event Promotion: Twitter
– #FF speakers, guests, and partners
– Write tweets that aim to get retweeted
– @Mention as many people as possible
– Keep tweets short to leave room for retweets
– Schedule tweets using Hootsuite

14. By @EmilyMiethner of @NYCinterns
Event Promotion: Hashtags
– A hashtag is a way to sort tweets on certain topic
– Pick a hashtag and start using 2 weeks in advance
– Make sure it’s not being used (you can’t “claim” it)
– Keep it short
– Plan a twitter chat a week before

15. By @EmilyMiethner of @NYCinterns
Event Promotion: Facebook
– Create a Facebook event
– Update the title to THIS WEEK, TOMORROW,
TODAY, so people receive the notification
– Post updates on the “wall” (people get notified)
– Send message updates

16. By @EmilyMiethner of @NYCinterns
Event Promotion: Guides
– Create in Google Docs so you can keep updating it
– Time, date, location, all the basics
– Sample Tweets
– Links to Facebook event
– Anything else relevant
– Share with speakers, your team, sponsors, etc

17. By @EmilyMiethner of @NYCinterns
Event Budgeting
– Create in Google Docs so you can share with team
and keep it updated on the go
– Overestimate, especially if you’ve never done this
type of event
– Take into account free tickets and discount codes

18. By @EmilyMiethner of @NYCinterns
Event Budgeting

19. By @EmilyMiethner of @NYCinterns
On Site Social Media
– Signs, programs, projections, and nametags
should include:
– Checkin on Foursquare and Facebook
(set up before event and include hashtag in name)
– Twitter handles of those involved
– Hashtag
– Wireless network and password

20. By @EmilyMiethner of @NYCinterns
On Site Social Media

21. By @EmilyMiethner of @NYCinterns
On Site Social Media
– Signs / projections should include:
- Checkin on Foursquare and Facebook
(set up before event and include hashtag)
- Twitter handles of those involved
- Hashtag
- Wireless network and password
– Program / projects should include
- All the above

22. By @EmilyMiethner of @NYCinterns
On Site Social Media

23. By @EmilyMiethner of @NYCinterns
On Site Social Media

24. By @EmilyMiethner of @NYCinterns
Create an App Using YappBox
– No code needed
– Available for Android and iPhone
– Put all event details in the palm of your users hand

25. By @EmilyMiethner of @NYCinterns
Create an App Using YappBox

26. By @EmilyMiethner of @NYCinterns
Sample Run of Show
– 6:00 - Set up starts
– 6:30 - Bartenders arrive
– 7:00 - Doors open
– 7:30 - Jenny welcome
– 7:33 - Emily welcome
– 7:35 - Ashley welcome
– 7:37 - Julie welcome

27. By @EmilyMiethner of @NYCinterns
Sample Run of Show (con’t)
– 7:42 - Speaker
– 7:47 - Speaker
– 7:52 - Julie closes
– 7:55 - Mingling starts again
– 8:50 - Start letting people know we're closing up
– 9:00 - DJs turn music off
– 9:00 - Clean up

28. By @EmilyMiethner of @NYCinterns
Photography and Video
– Think of documentation as marketing for future
events
– Make a shot list for photographers and videographers
– Think of shots you’ll want to show to sponsors, use on
your website, etc
– Watermark photos and videos

29. By @EmilyMiethner of @NYCinterns
Post Event
– Send a follow up email to attendees with photos, blog
entries, etc. Do this within one week.
– Put links and thank yous in captions on FB photos
– Create a wrap up report for any partners

30. By @EmilyMiethner of @NYCinterns
Helpful Tools
– Rapportive – learn about contacts
– Basecamp – task management
– Highrise – customer relationship management
– Hootsuite – social network management
– Mailchimp – email newsletter creation
– Google Docs – share word docs, powerpoints, etc
– Hashtracking – gives you stats on hashtag usage

31. By @EmilyMiethner of @NYCinterns
Contact
emily@nycreativeinterns.com
twitter.com/emilymiethner